Hillsborough County Public Schools Business
Action Item

DATE: Tuesday, March 13, 2007
TO: School Board Members
FROM: MaryEllen Elia, Superintendent

SUBJECT / RECOMMENDATIONS

Accept the Request for Proposal (RFP) Submitted by First Florida Insurers of Tampa, Inc. - #4955-TWS Property Insurance Broker (Business Division)

EXECUTIVE SUMMARY

On February 16, 2007, the Purchasing Department in conjunction with the Risk Management and Safety Department issued a Request for Proposal (RFP) for a property insurance broker. Knowing the reluctance of insurance companies to write policies the closer we get to hurricane season, we are attempting to expedite this award thereby ensuring a better cost. To evaluate this RFP, firms were asked to provide their implementation plan, qualifications and experience, small business utilization, references, and cost/fees for services. Proposals were due on March 5, 2007. The District utilizes an online vendor registration system to notify potential bidders of opportunities. Through this system, five (5) firms responded (Attachment A). Proposals were received from Employers Mutual, Inc., Willis of Florida, Marsh USA, Inc., Arthur J. Gallagher & Co., and First Florida Insurers of Tampa, Inc. The evaluation process included a committee of district-level personnel (Attachment B). Prior to Phase I, members of the purchasing staff contacted references to assist the committee in determining which firms would advance. The committee evaluated the proposals during Phase I on March 8, 2007, based on the RFP criteria (Attachment C). The committee reviewed key points as a group and individually rated each firm for final compilation and ranking (Attachment D). Interviews were conducted with vendors from the short list during Phase II on March 9, 2007. The firms on the short list were Arthur J. Gallagher & Co. and First Florida Insurers of Tampa, Inc. The initial term of the contract shall be for a three-year period with an effective date of March 16, 2007. The fee schedule for the requested service is shown on Attachment E. This fee schedule represents the ceiling price for this RFP. Staff members from the Risk Management Department, the Division of Human Resources, and the Purchasing Department will negotiate pricing with the recommended firm. In no case will the price exceed the ceiling. The results of this negotiation will be presented to the Board at a later date.

ANNUAL DISTRICT GOAL(S) AND CRITICAL SUCCESS FACTOR(S)

As stated in OPPAGA report: “Efficient purchasing and warehousing require that management processes be in place to ensure that supplies, equipment, and services vital to the school’s education mission are purchased from a competitive source, in the right quantity, delivered timely to the correct location, and stored in a secure location."

FINANCIAL IMPACT (Budgeted: Yes)

These funds are, or will be, included in the Property Insurance Fund in an amount not to exceed $250,000.

EVALUATION

Contract administration or evaluation is performed by the Project Manager and Purchasing Analyst, who function as a team. Reviews are conducted face to face, typically quarterly, or by utilizing an online vendor performance report. Prior to soliciting a new contract, the Contract Administration team must first give consideration to the specifications and supporting data of the expiring contract.

SUBMITTED BY: Willie T. Campbell, CPPO, CPPB, General Manager, Procurement

Daniel J. Valdez
Deputy Superintendent
(813) 272-4166
Gretchen Saunders
Chief Business Officer
(813) 272-4270
8.01d
Hillsborough County Public Schools (Florida) * Mtg.#20070313_235 * Section E Item# 8.01d